Operations Assistant
We are seeking a professional, self-motivated individual who is interested in providing office support for a fast-paced financial services firm in Boston, MA. The Operations Assistant role is for someone who thrives working in a dynamic, changing environment and is eager to contribute to a growing office. As the primary day-to-day office contact, the Operations Assistant must be customer service-oriented, dependable, flexible and have a willingness to learn.
Reports to: Operations Manager
Responsibilities:
Office Services
- Handle organizational and office support tasks
- Respond to and assist with Associates’ requests
- Work as on-site contact for service technicians and vendors
- Manage all office equipment (printers, copiers, postage machines, etc.)
- Maintain conference rooms and common areas
Building Services
- Liaison to property management/building engineers for office needs and service requests
IT/Telecom
- Liaison to Corporate IT/Telecom for system/equipment issues and ordering
- Workstation and office set up for new hires
Front Desk support
- Relieve receptionist for breaks and days off - answer phones, greet visitors, reserve conference rooms, add guests to security visitors’ list
Mail
- Manage incoming packages
- Handle outgoing mail (USPS, FedEx)
- Printing/binding documents when needed
Supplies
- Maintain supply inventory
- Order all supplies as needed
Administrative support
- Provide light admin support for Operations Manager
- Assist with office expense invoice processing
- Provide administrative support to Producers when needed
- Other duties as assigned
Requirements:
- Minimum high school diploma required
- Minimum three (3) years’ experience as an office services/administrative professional or college graduate with prior office work experience
- Working knowledge of Microsoft Word and Outlook
- Proficient in the use of technology (i.e. tech savvy)
- Ability to manage multiple projects and requests with interruptions
- Ability to follow oral and written instructions
- Ability to write and communicate clearly
- Should have a pleasant attitude with strong communication skills
- Should be a self-starter who can work independently with minimal oversight
- Should have good organizational skills